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Accounts payable process checklist

Seven steps to process a supplier invoice correctly — so nothing is missed, miscoded, or paid twice. Tick items off as you go; your progress is saved in this browser. Print or save as PDF to keep a copy.

1. Receive & log the invoiceCapture every invoice in one inbox/folder and record it (number, vendor, amount) so it can't be lost.
2. Verify the detailsSupplier, invoice number, invoice & due dates, tax and total. Confirm line items sum to the total.
3. Check for duplicatesConfirm this invoice number hasn't already been entered or paid.
4. Match to the orderThree-way match against the purchase order and delivery note where you use them.
5. Code itAssign the account, cost centre and tax code so your reports stay accurate.
6. Get approvalRoute to the right approver against your authorisation limits before payment.
7. Schedule paymentPay by the due date to capture discounts and avoid late fees; record the payment date.
8. File & reconcileStore the invoice and proof of payment; reconcile against the bank and the supplier statement.

Steps 1–2 are the ones that eat your time

Capturing and verifying every invoice by hand is the slow part. DocAuto reads the invoice, validates that the numbers reconcile, and returns clean data ready to code — so you start at step 4. See how AP automation works.

See DocAuto

FAQ

What is a three-way match?Matching the supplier invoice against the purchase order and the goods-received note, so you only pay for what you ordered and received.

How do I avoid paying an invoice twice?Log every invoice by number the moment it arrives and check for duplicates before approval.

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